Why Businesses Must Update Software. Operating Systems and Hardware

Over the years, I have heard all the arguments about why someone has not chosen to update their software, operating systems, or hardware. It is usually either cost, time, or lack of expertise. However, any time I have been called to fix something, I have told them they could have avoided the whole thing had they followed the updates.

Many times, the cost of repair coupled with the loss of business can be much more than being proactive in updates and maintenance.

Yes, there have been times when there is no way I or any other technician could repair or reconstruct all the data they lost because of the failure. This mentality often perpetuates the idea that backups are a waste of time or will never happen to us. We all know what that leads to.

System hygiene is more important than even the cost of the system because once your business becomes dependent on the data or processes, every downtime will significantly impact income and profit.

There are several questions I suggest you dwell on;

1. What will be the impact of 1 hour of downtime on your customers?

2. What will be the impact of 1 week of downtime on your customers and employees?

3. How long will it take you to rebuild your database, should it be unrecoverable?

4. What would be the cost if your systems were hacked, and customer data ripped off?

5. What would be the impact of a major disaster if you needed to replace all the hardware in terms of compatibility and performance?

But to reiterate, here are ten reasons why I believe businesses must update their software, operating systems, and hardware:

Security Improvements:

Updates generally include patches for security vulnerabilities that hackers could exploit, with the rise of ransomware and hackers looking to destroy businesses because they can have become a significant consideration for all businesses today. Cybersecurity should be on everyone’s agenda unless they have a fully contained in-house system without Internet connections. Those are few and far between.

Bug Fixes:

Every program or operating system I have ever worked on has had bug fixes required because they did not anticipate that a user would hit a unique set of keys that precipitate a miscalculation or distorted path for the operation. Updates can resolve bugs affecting software and systems’ performance and functionality.

Enhanced Features:

Every user I have worked with says that when installed, I can live with it doing 80% of what I need; however, within 90 days, they are begging for new features or process changes. New updates should introduce improved or additional features to increase productivity and efficiency that work for everyone. If the user is willing to contract for a one-off set of software, then they must be willing to fund significantly higher maintenance costs.

Compatibility:

Updating software and hardware ensures compatibility with other technologies and new software releases. The more integration we put into systems, the more vital this is today. If compatibility is poorly designed, it can compound the security problems we previously discussed. Regardless of the mundane job, no device should be connected to a network unless compatibility can be verified.

Performance Optimization:

I have never found a user who told me the system was too fast for them. Updates can optimize software and hardware performance, leading to quicker and more efficient operations. I have found that leaders often force front-line workers to suffer from poor machine performance to save money and expect their machines to be top-of-the-line and faster than any in the organization. This usually winds up creating chaos within the organization.

Support and Maintenance:

Manufacturers often provide support only for specific versions of software and hardware. Updating ensures continued support. This is critical. For example, Windows 10 is looking to go out of support in 2025. Yet there are still companies running Windows 7 because they won’t change for many reasons, none of which will save the company when it unravels. As mentioned before, this choice can affect the entire organization.

OSs are only one-third of the equation. Customized programs may limit changes because there was no flexibility engineered into the structure to allow for shifts in hardware or OS.

Likewise, hardware can become so antiquated that it will not run on new architecture machines.

When a company is forced into one or all of these situations, the maintenance cost increases geometrically because some core skills are no longer available.

Compliance Requirements:

Specific industries have regulatory requirements to maintain updated systems to protect data and privacy, and this is becoming increasingly important in today’s social media-driven world. If your system is an in-house supported system, maintaining compliance will become more and more difficult. If you are running a SaaS system, your provider will be responsible for maintaining compliance. However, maintenance costs may rise a bit.

Reduced Downtime:
Regular updates can reduce the chances of system crashes and downtime, which can be costly for businesses. I recommend planning for when it will fail versus feeling invincible and never fails for you. I marvel at companies that will request an Internet provider for 99.5% uptime to support their business and never evaluate the regular update aspects of their internal systems.

Long-Term Cost Savings:

Investing in updates can be more cost-effective in the long run, avoiding the higher costs of dealing with security breaches or outdated technology. Systems need to be considered in terms of long-term utility versus short-term investment. With the long-term utility mindset, updates must be considered protection for short-term destruction, internally and externally.

Reputation and Trust:

Keeping systems updated reflects well on a business’s commitment to technology and security, helping to build trust with customers and partners. Having designed point-of-sales systems for retail stores, I can attest to little things like throughput speeds being the difference between the customer coming to your store versus a competitor. Delays are a detriment for any customer-facing business.

If you think the customer can wait because you wanted to save a few dollars or do it your way regardless of the impact on the customer, then expect your customer count to decline.

In summary,

Leaders do not have to be technical experts; they only need to make solid decisions regarding what they purchase for systems and ensure they have good technical support and knowledge of your industry. If they don’t have the internal expertise to manage it, outsource it to a solid company providing you with service and proactive monitoring.

Remember, the technology you install and use daily will not impress anyone. However, their positive experience with your company due to that technology should be priceless.

“Technology is nothing. What’s important is that you have a faith in people, that they’re basically good and smart, and if you give them tools, they’ll do wonderful things with them.” — Steve Jobs